Accounting - Daily Accounting Checklists - Front Desk / Back Office

Front Desk – Daily Accounting Checklist

Close all active registers / POS for the prior business day

Verify all POS terminals are closed

Print or export Z-out / end-of-day register reports

Count cash, checks, house account, and card settlement totals

Compare physical counts to Sharper register / POS totals

Document and escalate any variances per procedure

Confirm all payments received on-site are entered in Sharper

Cash

Checks

Card payments taken by staff

Verify payment dates and amounts match receipts

Flag and note any payments that cannot be matched to an invoice or customer

Confirm automatic invoices created today look correct for:

New reservations (Rent Roll report)

Use correct revenue item / charge code

Confirm invoice and due dates

Review for obvious duplicates on customers you handled today

Renewals / extensions (Contract Expiration Dates report)

Metered charges being billed (Meter read report)

For new or updated customers today:

Confirm Auto Pay flag is set correctly based on customer preference/policy

Add or update default card/ACH when provided

Verify the correct method is marked as default

Note any customers requesting changes to auto pay (on/off, card changes) for accounting follow-up if not completed at the desk

Notify customers of any failed or declined payments that came up during your interactions today (Accounting → CC & ACH Error Logs)

Disputes or questions about charges - escalate to Accounting for Payroc verification

Confirm all registers / POS are closed for the prior business date

Review cash counts vs. system totals

Investigate variances and document resolution

Prepare and log daily bank deposit(s) as required

Cash

Checks

Review all payments posted today (card, ACH, cash, check) in Sharper

Match processor / bank batches to Sharper totals

Credit/Debit card batches

ACH batches

Identify and log:

Missing deposits

Duplicate payments

Misapplied payments

Review failed/returned payments (card and ACH)

Update customer accounts

Queue communication tasks for front desk or AR collections

Confirm all scheduled/automatic invoice runs completed successfully

Run exception/validation checks from Sharper University guidance:

Customers that should have billed but did not

Invoices created outside normal patterns

Review manual invoices created today

Validate revenue accounts and tax handling

Check for duplicates (same customer, date range, reservation)

Void, credit, or correct invoices as needed, with notes and approvals

Verify that any auto pay processes that ran today completed successfully

Expected number of invoices processed

Total amount charged vs. batch totals

Review and act on failed auto pay transactions

Update status on invoices (e.g., still open, moved to collections)

Add notes and next steps to customer accounts

Review AR aging / open invoices report

Identify new past-due accounts

Trigger daily or scheduled invoice/statement emails as per policy

Confirm large batch sends completed without errors

Apply approved credits, adjustments, and write-offs

Ensure each non-standard adjustment has documentation and proper approval

Perform daily revenue reasonableness check

Total invoiced revenue

Total payments received

Net change in AR

Spot-check high-risk activity

Large or unusual discounts

Back-dated invoices or payments

Staff accounts or test accounts

Update the Accounting Exceptions Log with unresolved mismatches, system issues, and items needing escalation to Sharper support

Run and archive key daily reports

Revenue / sales by outlet or module

Payment summary by method

AR aging or open invoice snapshot

Save exports/PDFs to the designated accounting folder (with date in filename)